Send a proposal and get it approved

Before a proposal leaves, Kluvan checks it against your approval rules. Once it is sent, that version is frozen: what the customer reads is exactly what you sent, and any change becomes a new version.

Before you start

• To send: the right Send proposals to customers. To approve: Approve proposals a rule holds back.

Steps

Ask for approval (when needed)

1. On the proposal, select Ask for approval. With no rule triggered, it is approved at once.
2. Otherwise the state becomes Waiting for approval and the approvers get an item on Today and in Needs you.
3. The approver opens the proposal and selects Approve, or types Why not (required) and selects Send back. The person who asked cannot approve their own proposal, unless they are the owner.

Send it

1. Pick How to send: Link only, E-mail or WhatsApp. For e-mail, type the address or leave it empty to use the customer's.
2. Select Send to the customer. The page says Sent. If a rule still holds it, it says An approver has to approve this version first; it was sent to them. and nothing goes out.
3. The Customer's link appears under the buttons. To send it in your own WhatsApp or chat, copy it from there.

Follow it

1. The state moves from Sent to Viewed when the customer opens the link, then Accepted, Declined or Expired after Valid until.
2. Customers' questions appear in Comments, marked from the customer. Reply there and tick The customer sees this reply; leave it unticked for an internal note.
3. Select a PDF button to download the proposal in each of its languages.

Change it after sending

1. Select New version. A draft copy opens to edit.
2. Edit it and send it. The earlier version becomes Superseded and the customer's link shows the new one.
3. To stop the proposal, select Take back: the link stops working.

Good to know

• What changed lists the differences from the previous version: lines, prices, sections, phases, milestones, terms, validity and total. Versions lists every version with its state, sending time, hash and PDF.
• The hash is a fingerprint of the version's content, printed on every PDF page; it shows the text was not changed after sending.
• One link per proposal. It always shows the version you sent last; earlier ones show as superseded (see ctr_superseded).
• E-mail is sent with your organisation's e-mail settings. The WhatsApp choice does not open a chat; copy the Customer's link instead.
• Approvals stay inside Contracts: they do not appear in the Workflows approvals list.
• Next: Get a customer's acceptance or paper signature.